Creating Receiving Receipts - PDF Free Download

Texas Tech University Health Sciences Center Finance & Administration Creating Receiving Receipts The receiving receipt feature allows you to enter receiving in TechBuy. In order to maintain an order s history, all receiving information for TechBuy purchase orders must be submitted through the TechBuy receiving process. All orders must be received, no matter the vendor or type of order. For additional information on required receiving, please review HSC OP 72.09. There are two types of receipts that can be entered within TechBuy. A Quantity Receipt should be entered when you are documenting the receipt of items and a Cost Receipt should be entered when you are documenting the receipt of service. In order to create a receiving receipt, you will need to locate the purchase order using the Document Search options. Please refer to the Document Search chapter for instructions on locating the purchase order document. 15-1

Creating a Quantity Receipt In order to document the receipt of specific items, select the Create Quantity Receipt option from the Available Actions dropdown box and select Go. Select Create Quantity Receipt 15-2

The following fields are available in the Header Information section: Receipt No. Receipt Date Packing Slip No. Supplier Name Received By Receipt Address Carrier Tracking No. Flexible Field 2 Attachments Once the receipt is completed, the system will assign it a numerical document ID. This receipt number can be used in the history search features and can be located from the purchase order to track total receiving by PO. Enter the date you received the items. Enter the packing slip number. This field can be used in the history search feature. The vendor will automatically default from the purchase order. This field will automatically default based on your log in credentials. The Ship To Address entered on the purchase order will automatically default. You can only change the receipt address if you have additional Ship To Addresses entered into your user profile. Select the appropriate carrier from the dropdown list. Enter a tracking number if appropriate. This field can later be used in the history search. This field can be used for additional information. We recommend entering the vendor s invoice number if known. This field allows you to attach documentation to your receiving receipt such as a scanned copy of the packing slip and / or the vendor s invoice. Please note that you must still send all original invoices to Accounts Payable for processing. 15-4

Notes This is an additional field to enter information that will help Accounts Payable or your department. We suggest entering information such as the unit amount and total cost. 15-5

The Receipt Summary section is where you will enter the quantity of the items received. The Quantity field will pre-populate with the remaining quantity to be received for each item. If you have additional goods or services on the order that you have not received, you will need to remove the items from the receipt. 15-6

Select the items that should not be included in the receipt by clicking the box to the right of the item(s). Mark the items that you will not receive on this receipt 15-7

Select the Remove Selected Items from the For Selected Lines: drop-down box and select Go. Select Remove Selected Items and click Go 15-8

The marked items will no longer appear on the receiving receipt. This should leave only items you wish to mark as received, returned, or cancelled. Next to each remaining item, enter the appropriate quantity. Select one of the below actions from the drop-down list for each item. Received Returned Receive the quantity entered. Return the quantity entered. Received/Returned Receive/Return the quantity entered. This is used when an item arrives and is immediately returned due to damage, over shipment or any other reason. Cancelled Reduce the open quantity on a PO. For example, to close out the PO, enter the quantity remaining that will not be received. Select Received, Returned, Cancelled 15-9

Before completing the receiving receipt, please verify that you have entered the information accurately. Once the receiving receipt is accurate, select Complete at the top of the page. Select Complete Note: You are not allowed to complete a receipt with a 0 (zero) quantity for any line. You will receive an error message indicating the receipt cannot be completed because of a zero quantity on a line. TechBuy will assign a receipt number to the completed document. 15-10

Creating a Cost Receipt In order to document the receipt of services, select the Create Cost Receipt option from the Available Actions dropdown box and select Go. Select Create Cost Receipt 15-11

A draft receipt is created utilizing the information from the purchase order. It includes a header section that contains basic receiving information and a receipt summary section to enter your amount of services received. The following fields are available in the Header Information section: Receipt No. Receipt Date Packing Slip No. Supplier Name Once the receipt is completed, the system will assign it a numerical document ID. This receipt number can be used in the history search features and can be located from the purchase order to track total receiving by PO. Enter the date the services were performed. Enter the packing slip number if appropriate. This field can be used in the history search feature. The vendor will automatically default from the purchase order. 15-12

Received By Receipt Address Carrier Tracking No. Flexible Field 2 Attachments This field will automatically default based on your log in credentials. The Ship To Address entered on the purchase order will automatically default. You can only change the receipt address if you have additional Ship To Addresses entered into your user profile. Select the appropriate carrier from the dropdown list or leave blank. Enter a tracking number if appropriate. This field can later be used in the history search. This field can be used for additional information. We recommend entering the vendor s invoice number if known. This field allows you to attach documentation to your receiving receipt such as a scanned copy of the vendor s invoice. Please note that you must still send all original invoices to Accounts Payable for processing. 15-13

Notes This is an additional field to enter information that will help Accounts Payable or your department. The Receipt Lines section is where you will enter the cost of the items received. Enter the Cost of the items received. The Cost field will pre-populate with the remaining cost for each item. If you have additional goods or services on the order that you have not received, you will need to remove the items from the receipt. 15-14

Select the items that should not be included in the receipt by clicking the box to the right of the item(s). Select the Remove Selected Items from the For Selected Lines: dropdown box and select Go. Select Remove Selected Items and select Go. The marked items will no longer appear on the receiving receipt. This should leave only items you wish to mark as cost received or cost cancelled. Next to each remaining item, enter the appropriate cost of the services received. Select one of the below actions from the drop down list for each item. Cost Received Cost Cancelled Receive the cost entered. Reduce the remaining cost on a PO. For example, if there is cost remaining but you will no longer receive service, enter the amount of remaining cost to close the PO. Select Cost Received or Cost Cancelled and select Go. 15-15

Reopen and Edit or Delete a Receipt When you create a receipt, a mistake can be made by keying in the wrong quantity or the wrong dollar amount. You may even create a receipt against the wrong PO. This section will show you how to reopen a receipt and make edits or delete the receipt. To reopen a receipt, select the Summary tab. Select the Reopen Receipt button. Select the Summary sub-tab Select Reopen Receipt You will receive this message. Select OK. Select OK 15-17

The Reopen Receipt Reason window appears. You must enter a comment on the receipt to explain why you are reopening the receipt. You may also select a user(s) to receive an email indicating that a comment has been added to the document. Select Reopen Receipt. Select Reopen Receipt The comment will be recorded in the receipt history and will be viewable to any administrator who wants to see why the receipt was reopened. After entering your comment and selecting Reopen Receipt, the receipt will be in draft mode again. With the receipt being in draft mode, you can make edits or delete the receipt completely. Note: Some receipts are not eligible to be reopened. If a receipt has an invoice created against it, it is NOT permitted to be reopened. Additionally, any receipts created PRIOR to July 24, 2011, CANNOT be reopened. 15-18

Locating Incomplete Receipts This section will show you how to locate saved and incomplete receipts. To view completed receipts, please review the Receipt History section of the History chapter. Select Invoices & Receipts and View Draft Receipts. Select the Invoices & Receipts Select View Draft Receipts This will populate a list of all incomplete receiving receipts. If you will not complete the receiving receipt, select the Delete icon. This will remove it from the draft receipt list. Delete the Receipts that you will not complete 15-19

Review Receiving Receipts by Purchase Order When you search by the purchase order the Search Tool will list all receipts associated with the PO. To review all receipts select the Purchase Order number. 15-20

The Purchase Order Status page will appear. Select the Receipts tab. Select the Receipts tab The Receipts tab contains two sections. The first section will list all receiving receipts entered against the PO. You can select a Receipt No. to view the receipt detail. Select a Receipt No. to review the receipt detail 15-21

The lower section of the screen will provide a summary of receiving for each item. It will show the remaining cost or quantity that has not been received and the net received quantity or cost. When you select the Receipts tab and no receipts exist, the tab will display indicating There are no receipts for this PO. There are no receipts for this PO 15-22

The Draft Receipts page appears with the Draft Receipts list and you are able to view the other draft receipts that exist for that PO. If you will not complete the receiving receipt, select the Delete icon. This will remove it from the draft receipt list. Select Receipt Name to complete the receipt Select Delete if not completing the receipt 15-23

When you select a Receipt Name, a New Qty Receipt page appears to complete the receipt. 15-24